COBB COUNTY GOVERNMENT

REQUEST FOR PROPOSAL

LAND RECORDS IMAGE BASED MANAGEMENT SYSTEM, SERVICE AND MAINTENANCE FOR EXISTING COURT, GENERAL LEDGER AND NEW REAL ESTATE SYSTEMS

CLERK OF SUPERIOR COURT

SEALED BID #10-5477

Section 5 Only

5 Land Records System Functions & Features

5.01 Architecture / Technology Requirements

1. [ ] The software is built on open standards to support running on Unix/Windows server operating systems. 2. [ ] The web based software supports industry leading commercial web based application servers. 3. [ ] The software is built on architecture that supports custom configuration with no custom programming required. 4. [ ] The software is built on architecture that allows version/system upgrades that support custom configurations with no additional programming. 5. [ ] The system is designed to operate without any software on the client machines including any plug-ins or middleware. 6. [ ] The system is designed to support both Microsoft SQL Server 2005 or higher and/or Oracle 9i or higher. 7. [ ] The system has the ability to create multiple user-defined tables and fields. 8. [ ] The system has the ability to utilize Messaging Application Programming Interface (MAPI) compliant e-mail systems. 9. [ ] The system has the ability to support Extensible Markup Language (XML) transactions with external systems. 10. [ ] The system is "user friendly" so that it can be operated with minimal training by employees who have little or no computer experience. 11. [ ] The system has the ability to support field-level security. 12. [ ] The system has context sensitive on-line help screens. 13. [ ] The system has the ability for the user to define pull down lists for any database attribute within the application. 14. [ ] The system supports real-time data edits and cross field edits. 15. [ ] The system allows wildcards to be used for any field when searching. 16. [ ] The system allows user definition of required fields.

Please provide a written or visual representation of your proposed architectural systems design.

5.02 Integration/Interface Requirements

17. [ ] The system has the ability to verify addresses against a master address database. 18. [ ] The system supports multiple integration approaches including web services, XML, APIs, flat file, etc… 19. [ ] The system supports single-directional data push with application systems operating on Windows Server 2003, H.P. UX, Solaris 10 and AIX 5 operating systems utilizing SQL Server or Oracle as the database management systems. 20. [ ] The system is able to import imaged documents already compiled in other formats. 21. [ ] The system has the ability to integrate with standard Microsoft Office products, including MS Word, MS Excel, MS Access and MS Outlook.

Please list any current applications interfaced with the proposed system including what types of information are part of the interfaces. Also, explain how the interface is being accomplished such as a data push or more significant integration.

5.03 Real Estate Division Requirements

2 5.03.1 General Requirements 22. [ ] Generally have image based processing, storage, retrieval, and efficiency levels of the existing system 23. [ ] Accept paper or electronic documents for document recording 24. [ ] Automatically update to real time the web site with all electronic public available real estate data 25. [ ] Calculate costs and taxes 26. [ ] Assign recording unique id numbers 27. [ ] Allow cross referencing, cancellations and notices to append to images 28. [ ] On-screen public information 29. [ ] Capability of up 3 keystroke verification levels 30. [ ] Public index searches on name, book page, instrument type, clerk file number, land description, street name and number, subdivision name, and combined wildcard searches (i.e. Google-type searches) 31. [ ] Index/images updated automatically as data is applied to system 32. [ ] Adjustable date range of searches 33. [ ] List of available data inquiry by cursor or function key 34. [ ] Inquiry by as few as one (1) character 35. [ ] Inquiry by combined data types: name/book type/instrument or book type/instrument type or description/book type/name 36. [ ] Inquire grantor or grantee or both 37. [ ] Inquire by 1 or more individual book types or all book types 38. [ ] Data fields available through index 39. [ ] PT-61/Sales Price available through index 40. [ ] Print screen or document; one page, entire document or selected pages of a document 41. [ ] Rotate images 42. [ ] Zoom down on portions of image, with rubber bank and ability to “dray” enlarged area across document 43. [ ] Provide a “help” function within the system 44. [ ] Provide a “Go to” page number function 45. [ ] Provide View previous/next page functionality 46. [ ] Provide View previous/next document functionality 47. [ ] Perform “record search” inquiry which will search on a group of names (1 to 10 names) and build an index of instruments from the civil suit, federal tax liens, general execution (GED) docket, Lis Pendes notices, lien book, etc. for the required number of years immediate past (7-20 years)

5.03.2 Real Estate Transaction Recording Requirements

48. [ ] Must automatically generate Transfer tax stamps and in the case of Intangible Tax allocate the monies to the appropriate municipalities. 49. [ ] System must automatically generate document numbers and the associated book and page numbers 50. [ ] Must mark and identify documents and how they will be linked to information contained in the document index 51. [ ] Must be able to handle money including fee calculations, the generation of detailed receipts and the way these are entered into the General Ledger. The financial data created by the recording process must be interfaced to the CSC general financial system. 52. [ ] The system must allow for a cash drawer to be closed out at any time during the day and provide the necessary tracking and reporting. 53. [ ] Fees must automatically be calculated on the number of pages and the type of document recorded. The system must provide a method for counting and recording the number of pages handled for each document and the total count of each type of document. 54. [ ] The system must allow for a method to change the fee amounts as required. 55. [ ] The system must generate management reports to show total documents recorded by type and amount of money received. The system must be able to create standard reports or ad hoc types of reports.

3 56. [ ] Automatically calculate intangible and real estate transfer taxes and recording fees including multi-county transactions 57. [ ] Support the entry of the filer name and address 58. [ ] Allow for the completion of a batch of multiple recordings at one time 59. [ ] Support comment lines for special handling instructions for government charge information 60. [ ] Support recording “no charge” documents 61. [ ] Support the entry of return information for those documents that are returned to the customer at the time of recording 62. [ ] Support the entry of the source of the document 63. [ ] If documents for recording are from an attorney or firm that has an address already entered into system then it should auto-fill the information on the receipt screen 64. [ ] Must support Walk-in customer’s documents for recording from a new customer and e-Filing 65. [ ] Support documents for recording have been mailed into the office in the following manner:  Support additional instrument types and book types for future use  Support single key stroke for duplicate field values for multiple recordings (modify key)  Allow skipping of fields when entering data, if a field is not applicable or otherwise not required to be completed 66. [ ] Must support Cash transactions 67. [ ] Must support Charge transactions 68. [ ] Must support Mail In/Checks, Cash and Charge transactions in the following manner:  Draw down accounts POS accounts  Invoiced accounts (government)  Credit card and Pay Pal  Combination cash, check and charge transactions  Automatically generate and assign an instrument (CFN) number  Automatically generate and assign a book and page number of each book type (if applicable)  Automatically generate the recording date and time (with a Supervisor Only function to edit)  Print on the first page of documents that are recorded the following: o daily file sequence number o recording date o recording time o wording “Jay C. Stephenson” with capability to edit as required o Wording “Clerk of Superior Court” with capability to edit as required o Wording “Cobb County” and/or Cobb Judicial Circuit with capability to edit as required o Book and page number o Option to print the wording “Transfer Tax Pd” and tax amount with capability to edit wording as required o Option to print the wording “Intangible Tax Pd” and tax amount with capability to edit wording as required  Print on subsequent pages of the documents that are recorded the following book and page number  Print a receipt for documents that are recorded with the following: o Daily file sequence number (unique) o Recording date o Recording time o Operator ID o Transaction payment type (cash, check, charge) o Type of document o Number of pages o Name of customer (filer name), account number and name if a “charge” o Total amount o Amount tendered o Amount returned to customer

4 o Breakdown of fees; total amount of transfer tax paid and the municipality to which it was credited and total amount of intangible tax o Receipt must handle multiple documents o The book and page number of reference case number 69. [ ] Support modification of recorded time and date as a supervisor only function 70. [ ] Support check endorsement and re-endorsement using the receipt (currently use slip printers and now want to eliminate the slip printers for file stamps with electronic stamp with the following):  Daily file sequence number  Recording date  Recording time  Instrument kind (range of numbers if a batch)  Operator ID  Transaction payment type  Total amount: If multiple payment types then indicate the amount for each transaction payment type separately  Wording “For Deposit Only” with capability to edit as required  Wording “Jay C. Stephenson” with capability to edit as required  Working “Clerk of Superior Court” with capability to edit as required  Cursive signature of clerk with capability to edit as required  Name of bank and bank account number  Recording code  Type of customer – Walk-in if presenting recording in person or dropping off “folder” work, Mail-in received by US Mail or commercial courier service  Support assigning instrument kinds in consecutive order (i.e.: 1,2,3,) for a batch of recorded documents  Support a batch of multiple recordings under one or more transaction payment types  Support override capability of amounts due as a Supervisor only function 71. [ ] Support corrections to monies through the following methods:  Support comments  Support printing new receipt  Support operator ID of person making corrections as a Supervisor only function 72. [ ] Support non acceptance of a charge transaction if balance will go negative unless overridden (POS draw down) 73. [ ] Support initializing each cash drawer for the start of the day by performing the following:  Verify the current date and time  Assign operators that are permitted to sign-on to the cash drawer including the supervisor  Print cash drawer totals - supervisor only function 74. [ ] Support ending the current working day for each cash drawer by performing the following:  Print cash drawer totals  Clear the assignee operator  Sign the cash drawer off the system  Drawer may be activated and de-activated any number of times during the day Supervisor only function 75. [ ] Support closing out the current working day for each cash drawer by performing the following:  Print cash drawer totals  Clear the cash drawer totals  Automatically assign or enter the requested working date  Supervisor only function 76. [ ] Support the withdrawal of money from the till for each register as a Supervisor only function 77. [ ] Support the establishment of the change fund for each cash drawer; 78. [ ] Support the operator sign-on for different security levels and capabilities for each cash drawer 79. [ ] Support the printing of register subtotals for each cash drawer 80. [ ] Support the resetting of the validation (receipt) number and cash drawer number for each cash drawer as a Supervisor only function 81. [ ] Automatically generate and assign the daily file sequence number for each cash drawer

5 82. [ ] Automatically generate the next working date 83. [ ] Support over-riding the next working date generated 84. [ ] Support over-riding the recording date and recording time for each cash drawer 85. [ ] Support the printing of each cash drawer’s functions and transactions 86. [ ] Support the printing of “A” pages on a document for missed pages 87. [ ] Support printing refund checks for overpayment 88. [ ] Support a message if the deposit account is low (POS draw down accounts) 89. [ ] Support the capability of printing duplicate receipts with indication that it is a duplicate receipt 90. [ ] Support the minimum assignment of three tills (or operators) per register 91. [ ] Support a minimum of 300,000 documents filed annually

5.03.3 Real Estate Document Return Requirements

92. [ ] Provide acceptance of return address information entered by reorder/cashier if requested 93. [ ] Allow the following fields to be entered by the document return entry staff (if a valid address code is entered, the “Return To” return name and address will e automatically entered by the system):  Return name  Return address 1  Return address 2 94. [ ] Support the capability of printing mailing labels for returning the original documents. 95. [ ] Support a batch mode, so if there are multiple documents that are to be mailed to the same location the mailing labels indicate that the document is (1) of however many documents are in that batch to be mailed to that same address (ex. 1 of 24) 96. [ ] Support the capability of suppressing the printing of mailing labels in desired cases 97. [ ] Support an Address Code table for return information. The table will consist of codes with an associated address values for each code: 98. [ ] Allow for modification of the code table 99. [ ] Present a “pop-up” display list of all codes in the table and address values associated with each code when the cursor is in the code field on the screen 100. [ ] Allow an operator to select a code from the “pop-up” list with the associated address values filling the corresponding fields on the screen

5.3.4 Real Estate POS Accounts

Repeat customers who wish to establish “draw down” accounts by placing monies into an account that will allow the user to print copies and the print costs are deducted from the draw down account. The print (copies) request can go to service counter or to an assigned printer that allows copies to be made without clerk release of copies.

101. [ ] Provide ability to request copies and to pick up and service counter 102. [ ] Provide ability to request copies to assigned printer and customer picks up without clerk release

5.04 Document Imaging Requirements

The proposed system must provide the capability to capture images of documents immediately after recording (up-front) by using advanced imaging technologies to make high quality images of them available to the public on a high performance, shared, on-line system. The proposed system must provide the capability to create microfilm from the image files for legal archival purposes. On “Rush Recording” CSC requires the ability to capture document images at the same time they are recorded. There will be exceptions to this in the case of large volume documents or when a customer does not wait for them.

The Proposer should thoroughly describe the proposed method and system capabilities for capturing and managing an on-line collection of recorded and indexed documents. Please include a job flow diagram which shows how the hard copy forms and imaged documents are handled in the office. The preferred

6 method of workflow by the CSC is to image documents immediately as received, then to file and record transactions based on the image rather than the hard copy. Additionally, describe the limitations for handling a large collection of documents and the daily volume of documents to be taken in. Approximately 300,000 documents per year are being recorded. On most days this translates to approximately 8,000 pages. The volume of documents recorded will continue to grow by a minimum of 5% annually.

5.04.1 Document Scanning Requirements

103. [ ] Provide immediate on-screen validation for scanned document images 104. [ ] Support matching the information entered in by the recorder/cashier with the image 105. [ ] Support the capability of easily scanning different sized pages for a document (8 1/2” x 11” or 8 ½” x 14”) 106. [ ] Support the capability of scanning different document sizes (up to 30” x 36”) 107. [ ] Provide operator adjustable quality controls (i.e. contrast) that can be adjusted before an image is accepted 108. [ ] Display the scanned image and index screen simultaneously or not 109. [ ] Allow person scanning to re-scan images without permanently storing the original image scanned 110. [ ] Support sending the images to an indexing queue 111. [ ] Support flatbed and automated scanning of the documents 112. [ ] Support the scanning of a document (Ex: affidavit, Clerk’s certificate) to account for a book and page number that may not be associated with an instrument kind 113. [ ] Support the capability of scanning dual-sided (duplex) documents 114. [ ] Maintain a count of pages at scanning for verification to fee collection count of pages 115. [ ] Provide for de-skewing and cropping of the image 116. [ ] Support all scanning requirements for efficient indexing 117. [ ] Support determining the count of pages while scanning by checking if a page is blank or has data contained upon it 118. [ ] Scan incoming correspondence creating images of the correspondence 119. [ ] Support integration of OCR and ICR software for indexing 120. [ ] Support reporting which details the book/page that have been scanned in a user defined time period 121. [ ] Support the cross referencing of documents/images to each other (as for satisfactions of security deeds)

5.04.2 Document Indexing Requirements

Documents are indexed by grantor name(s), grantee names(s), book and page number, type of document, recording date and a legal description. Plats are indexed by book and page number, type of document, subdivision, and a legal description.

122. [ ] Allow data entry with KEY STOKE verification of the index information they enter 123. [ ] Support the entry of the following fields:  Instrument type  Action (e.g. A = add, C = change, F =find and D = delete)  Document title (automatically generated from document type)  Grantor (multiple – unlimited number)  Grantee (multiple – unlimited number)  Legal description; with district, land lot, block, lot, unit, phase, subdivision – all need to be sortable data elements  Open-ended legal description – general description – non sortable 124. [ ] Automatically load all data entered or automatically generated by the recording/cashiering function into the corresponding fields; instrument kind, recording date, recording time, page count, book and page number and book

7 125. [ ] Allow changes to certain data on the permanent index under security control, with any changes written to a change-log security audit file. (Any changes or corrections to Index must have the date, time and initials of the person making the correction) 126. [ ] Allow for the forward and backward paging of the image document during the indexing process 127. [ ] Allow for date entry while using edits and verification tables 128. [ ] Support the entry of pertinent tax information:  Name and address of taxpayer  Tax type  Lien type  Amount of taxes, penalties and interest due and unpaid  Provide an audit trail of all transactions, by user 129. [ ] Provide the same document size throughout the batch (currently we have to zoom in and out when each new document appears) 130. [ ] Provide in the legal field once the information is entered and there is a need to “delete” that one strike of the delete key will delete (currently we have to strike the delete key several times before delete occurs) 131. [ ] Provide in Cross Referencing the default to font size 8 (currently we have to change the font with each reference) 132. [ ] Provide the ability to view the document type cross referencing from the intake area to ensure the document is called the same as filing counter

5.04.3 Document Index Verification Requirements

133. [ ] Provide reports for verification for a different operator ID than the indexing entry operator ID 134. [ ] Allow the following fields to be re-keyed (verified) by indexing staff:  Instrument type  Page count  Index document type  Grantor (multiple – unlimited number)  Grantee (multiple – unlimited number)  Legal description  Require “field level” comparison of data 135. [ ] Allow corrections to index with the system capturing the operator ID for each correction made 136. [ ] Allow for one of the following options:  Accept original data  Accept new data  Re-key data item(s) 137. [ ] Allow for “flagging” of errors so that file can be returned to original data entry clerk of correction. Transaction printout of file is used by supervisor to verify corrections where properly executed. This functions as a training feed-back method 138. [ ] Allow configuration markers to control which data items are to be key verified and which are not 139. [ ] The system will provide the capability of verifying that all records entered for a given day have been completed through recording/cashiering, indexing, indexing verification and document entry 140. [ ] Provide for Cobb County style indexing and GSCCCA compliant from single data entry 141. [ ] Hold scanned images in a queue magnetic storage at least until image verification and indexing, indexing verification and document return entry have been completed 142. [ ] Allow for data to be updated as applied without GSCCCA approval 143. [ ] Support multiple levels of security for the indexing entry and verification functions

5.04.4 Document Indexing Miscellaneous Requirements

144. [ ] Support a search on the following fields:  Grantors

8  Grantees  Recording date  Instrument kind  Book type, book and page number  Legal description (sortable data elements)  Allow range of dates for search  By one (l) character or letter of the alphabet 145. [ ] Provide batch processing capability for multiple document packages, with search review of any entered data or image documents in the package 146. [ ] Support integration between indexing and image retrieval software 147. [ ] Support ability to enter corrections for history indexes without changing original entry (leave original – append correct information with date and time of correction) 148. [ ] Allow for the deletion, addition or correction of the field values 149. [ ] Support indexing and key verification from either the image or the document 150. [ ] Support sending the images to a document return queue for Document Return to start their process 151. [ ] Provide field level “help” functions 152. [ ] Support a Name Code table for automatically generating the grantee or grantor name. 153. [ ] The Name Code table will consist of codes with an associated name value for each code  Allow for modification of the code table  Present a “pop-up display list for all codes in the table (and the name value associated with each code) when the cursor is in the code field on the screen  Allow for operator to select a code from the “pop-up” list, with the associated name value filling the corresponding field on the screen 154. [ ] Support the expunging and/or sealing of a record  Provide the capability of changing the information in the record  Provide scanning a Clerk’s Certificate in the place of the original document (image) This may be one page to replace several, or several replaced by one 155. [ ] Support screen prints at any stage of the recording/indexing process 156. [ ] Provide for inquiries using “wildcard” or partial text searches 157. [ ] All dates in the system must be capable of handling four (4) digit years 158. [ ] Provide retrieval of document images within 2 seconds or less 159. [ ] Continue to maintain adequate response time as system grows

5.05 Public Inquiry of Imaged Documents Requirements

160. [ ] Support full-size display of up to 8 ½” x 11” documents and scaled full image of 8 ½” x 14” or 22” x 17” 161. [ ] Support “scroll” through list of index records 162. [ ] Support retrieval of indexes by remote workstations 163. [ ] Support display of multiple party names in alphabetical order for all indexes 164. [ ] Support the following functions for an image displayed:  Move through the document page by page  Jump forward and backward in the document  Select a specific page for viewing  Support thumbnail images 165. [ ] Provide multiple search criteria  Grantor/grantee name or party names  Recording date  Index document type  Instrument kind which includes Federal Tax Liens, General Execution Docket and other lien dockets  Book type, book and page number  Legal description; district, land lot, lot, block, unit, phase and subdivision  Uniform Commercial Code filing statements by debtor and lender  Uniform Commercial Code number

9  Street name and number 166. [ ] Support the following image manipulation functions:  Zoom in and out  Pan image back and forth  Pan and scroll zoomed image  Rotate image in 90 degree increments  Flip image 167. [ ] Support the following image manipulation functions:  Scroll image up and down  one key displays previous document  one key displays next document  Use some means to move around the document  Retrieve and display document within 2 seconds 168. [ ] Provide ad hoc reporting:  Search by grantor/grantee name within a specific date range  Search by grantor/grantee name with a specific index document type  Search by index document type within a specific date range  Other search criteria that may be determined 169. [ ] Support printing daily, weekly and monthly reports on-line or in batch:  Book and Page Control list  Daily Index listing  Register on Instruments report, or on some media  Mailing list and labels for “return to:” documents  Accounting Audit Repot  Accounting ad hoc reports  Accounting receipt summary report  List of tables 170. [ ] Support general statistics on-line or in batch:  Provide monthly/yearly document volume statistics by index document type  Provide monthly/yearly the number of pages for each book type statistics  Provide the number of pages scanned for a given day statistic  Provide the number of records created on recording date statistic  Provide totals for cash, checks, charges and credit cards if available per day  Provide the number of documents completed through each process; recording/cashiering, indexing entry, indexing verification, document return entry  Provide monthly status report on all cash handling  Provide all print request statistics for a customer (POS)

5.06 E-Filing Requirements

171. [ ] The e-Filing portal will be locally Hosted 172. [ ] Generally accessible by the public that agrees to terms 173. [ ] Offers the ability to block some parties from usage 174. [ ] Automatic e-mail generation of successful request for filing 175. [ ] System will count pages, connected to PT.61, preliminarily figure cost and taxes for check; final cost figured by clerk 176. [ ] System must comply with Georgia Electronic Signature Act 177. [ ] System will Queue file requests in chronological order for acceptance review by clerk 178. [ ] System will Track date/time of each event (transaction) 179. [ ] Will offer acceptance review by clerk with the following phases:  Accept  Charge  Send notice of acceptance with recording info or send notice of rejection with reason

10 180. [ ] Must allow filing party to contest cost/taxes to appropriate party with appeal to Superior Court. This must be in “users agreement” as well as functionality (as in paid under protest taxes) 181. [ ] E-filed documents should be queued for real time processing 182. [ ] Accept common image format 183. [ ] Must accept credit cards and Pay Pal 184. [ ] Be integrated into filing procedures similar to those currently in use

5.07 General Ledger Requirements

Please provide a written response for a comprehensive General Ledger which will accept transactions from the Land Records system and the Courts Case Management system. This General Ledger functionality should be able to track the following:  bank account balances from multiple banks  escrow, abandoned fund and other account type balances  collected & disbursed monies  various liability accounts The General Ledger system should also provide tracking for audit purposes and robust reporting capabilities.

5.08 Micrographics (Archiving) Requirements

After real estate documents are indexed and the index is verified they are received in the Micrographics Department where microfilm is made from the images. Each roll of film contains 6500 instruments. The film is processed in-house and then viewed for corrections and clarity. If any corrections are made the film is verified, and CSC “house” copy is made from the master copy.

185. [ ] Support the production of microfilm from the images 186. [ ] Provide the capability to contract microfilm services and or provide in-house microfilm production. 187. [ ] Produce periodic GSCCCA compliant micro film/micro fiche grantor and grantee indexes

5.09 Compliance Requirements

188. [ ] The system has the ability to trace all additions, updates and deletes from all database tables. 189. [ ] The system has the ability to trace all committed changes to database tables. 190. [ ] The system has the ability to trace changes in status on any record. 191. [ ] The system prohibits record deletions without proper security.

5.10 System Administration Requirements

192. [ ] The system is able to support a system administrator who will have access to all functions in the systems, including system administration and security, as well as all transaction types. 193. [ ] The system allows multiple groups and roles that govern individual access to the system and transactions within the system. The users will be placed in the appropriate group and assigned a role. The role will determine whether or not the individual may access a transaction, and if the access is updated or viewed only. 194. [ ] The system requires the user to supply a complex password that requires some combination of letters and numbers. 195. [ ] The system must provide the ability for the application administrator to reset passwords. 196. [ ] The system must provide administrators the ability to establish, implement and change business rules with relative ease and minimum training.

11 197. [ ] The system allows customizations or definition of templates without programming or changes to source code.

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